Zoom Meeting Preparation 1 ● Please make sure your phone or computer is muted to minimize background noise. ● To do this, hover over the bottom left-hand side of your screen and click “Mute.” ● Please make sure you have turned off your camera to save bandwidth and prevent any connectivity issues. ● To do this, hover over the bottom left-hand side of your screen and click “Stop Video.” ● Please submit questions during the presentation in the “Chat” function located on the bottom of your screen. ● A copy of this webinar can be found on the EdLink360 Support page ● To Join the Webinar: https://ldoe.zoom.us/j/95076292137 ● We will start the recording of this webinar now.
Transcript
Zoom Meeting Preparation
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● Please make sure your phone or computer is muted to minimize background noise. ● To do this, hover over the bottom left-hand side of your screen and click “Mute.” ● Please make sure you have turned off your camera to save bandwidth and prevent any connectivity
issues.● To do this, hover over the bottom left-hand side of your screen and click “Stop Video.”● Please submit questions during the presentation in the “Chat” function located on the bottom of your
screen.
● A copy of this webinar can be found on the EdLink360 Support page● To Join the Webinar: https://ldoe.zoom.us/j/95076292137● We will start the recording of this webinar now.
August 20, 2020 - 2020-2021 Parallel Data Collections Kickoff
At the end of kickoff webinar, participants were able to:• Understand the EdLink solution for improving our data collections process• Understand the 2020-2021 parallel data collections
• Reviewed differences between the legacy systems and EdLink 360 • Reviewed the annual data collection calendar
• Understand the available Legacy system and EdLink 360 resources
The Kickoff webinar slide deck and recording is available on the EdLink 360 support page
At the end of the Extract reviews, you should be able to:• Understand the data contained in the EdLink 360 extract files• Understand the overall process for creating extract files• Understand the process for automating the submission of extract files to the
Hoonuit FTP• Understand the various dashboards for reviewing file rejections, record
rejections, error codes and data loaded to the EdLink 360 data warehouse
Agenda
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• Training and Review Schedule• EdLink Overview• 2020-2021 Parallell Collections Resources• EdLink 360 Extract File Overview• Data Flow for School System Submissions to EdLink 360
• List of Extract data delivered through direct connection• Group 6: COURSES
• List of extract files delivered through automated submissions• Group 6: Student Schedules• Course_Offering_Link (Regular, Vacant, Contract)
2020-2021 Parallel Data CollectionsReview Schedule
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2020-2021 Parallel Data CollectionsTraining and Review Schedule
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Beginning August 20 and through October 22 we are holding weekly webinars to provide details about the 2020-2021 parallel data collections:
• Kickoff Webinar for 2020-2021 Parallel data collections - Aug. 20 slide deck• EdLink 360 Extract reviews, check-ins, Office Hours
○ Dates: Thursdays (see below)○ Time: 2:00pm on Oct. 1○ 1:00pm on Oct. 8, 15, 22
The EdLink system is made up of two main components.
• EdLink 360 (Data Warehouse) is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards.
• EdLink OPS (Transactional System) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications, early childhood payments, etc.
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Major Systems Being Replaced
EdLink 360 (Data Warehouse) PhaseCurriculum (CUR), Homeless Tracking System (HTS), Longitudinal Reporting Systems/Search (LIQ and LRS), Profile of Education Personnel (PEP), Student Information System (SIS), Calendar (SPC), Teacher Student Data Link (TSDL), Sponsor Site (SPS)
EdLink Ops (Transactional System) PhaseAnnual Financial Reporting (AFR), CLASS, Compass (HCS), Early Childhood (EC), Licensing (BLAS), EC Provider, Worker and Customer Portals (CAFÉ), Child Care Assistance Program (CAP), LA4/Nonpublic School Early Childhood Development System (NSECD), Payment/Reimbursement Systems (TIPS), ProDirect, Sponsor Site (SPS), Teacher Certification Management (TCMS)
Aug 2020 EdLink 360 Kick Off for school systems Aug 2020 - EdLink Ops Kick Off for LDOE teams
Aug 2020 - July 2021 School systems and their vendors will:● program file extracts in their systems, ● send data to EdLink 360, ● validate data in the data quality dashboards and ● participate in monthly office hours are for EdLink
support
May 2020 - May 2021 Phase 1 Entities (Child Care Licensing, School Certification, Financial Reporting, etc.)● Core Team and Scrum teams are formed and
operating ● System Interfaces are operational ● Public facing portals are operational ● Worker portals are operational
Aug - June 2021 School and school system staff engage in dashboard trainings
June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments, etc.)
Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training, Quality, Workforce, etc.)
August 2023 - EdLink System Complete
2020-2021 Parallel Collections Resources
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Legacy Systems User Guides
Legacy system user guides are available for the 2020-2021 Parallel Collections. These guides contain information about creating, loading and verifying data submitted to each of the legacy systems.
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Please refer to the User Guide link on the System Support page.
• Legacy System resources are posted on the System Support page• Benchmark Calendar • Monthly Webinar Schedule, Slide Decks, User Guides• Data Reporting Guidance• Legacy System Training Modules• Webinar Schedules and Links
EdLink 360 user guides are available on the EdLink 360 support page. These guides contain information about creating and loading specific types of data to the EdLink 360 data warehouse.
CALENDARS & ATTENDANCE
The Calendars and Attendance User Guide contains information about Calendar data and student absence data
STUDENT
The Student User Guide contains information about student data
STAFF
The Staff User Guide contains information about staff data
• EdLink 360 resources are posted on the EdLink 360 support page• User Guides• Extract File layouts• Student TBL Tables• Staff TBL & Reference Tables• Training Links• Frequently Asked Questions• List of Recent Updates
• Certain tables from the legacy TBL system are used to identify code sets and descriptions for data used in the legacy systems and in EdLink 360
• These code sets are submitted in the various extract files and the corresponding codes and/or descriptions are displayed on the EdLink 360 dashboards.
• Categories of tables include the following:• Discipline Codes, Events, Actions• Homeless Codes• 504 Codes & Accommodations• Foreign Language Codes• Object Function Codes• Employee Status Codes• Salary Codes• Tenure Status Codes• Education Level Codes
The EdLink 360 extract files are similar to the ones that data managers currently pull from their local system for uploading data to the various legacy systems. The EdLink 360 extract files represent data currently sent to the legacy systems and new data fields that will be used to provide additional functionality for data analysis, dashboard display and reporting.
LEA vendors will program the specific extracts using both standard and extension file extract specifications. The extension extract is joined on the primary key, which essentially adds more fields to the standard extract:
• standard extracts – include standard fields defined in the EdLink 360 data warehouse• extension extracts (_ext ) – include additional fields not already available in the
EdLink 360 data warehouse but are required by LDOE.
EdLink 360 Extract File Attributes
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Extract File Attributes: The EdLink 360 extract files must be programmed by the vendors exactly as described in the extract file specifications:
• File names should be in lowercase the same as the extract name (e.g. staff.tsv, staff_ext.tsv, etc.)
• All extract files should be tab delimited, with .tsv extension• Files should have UTF-8 encoding without BOM• The column header names must match the extract file layout exactly and be in UPPER
case. Underscores must be included (e.g. DATE_TYPE_VALUE, DISTRICT_CODE, etc.• Optional fields may be omitted (omit the header and the data)• All date fields must be formatted as MM/DD/YYYY (including the slashes)• Character fields:
• All character fields should be enclosed in quotation marks “xx“ with no embedded tabs, newlines, or double quotes
• All character fields must be trimmed (no trailing blanks)
Data Flow for School System Submissions
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Data Flow for Extract Submission to Data Warehouse
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EdLink 360 FTP Server Folder and Extract File Structures
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All vendor programmed extract files will be loaded to the EdLink 360 Data Warehouse. • The EdLink FTP server will house a folder for each school system with a district rooted in
their own directory (e.g. 001 for Acadia school system’s directory name)• Extract files should be placed in the appropriate directory. Case of the directory name
does not matter. • Extract file name must be in lower case along with the .tsv extension (e.g. staff.tsv)
e.g. /File_Extracts/Name of the directory/name of the extract file/File_Extracts/Calendars/calendars.tsv/File_Extracts/Calendar_Ext/calendars_ext.tsv
• Specific extract files should be submitted along with their corresponding extension file(e.g. staff.tsv and staff_ext.tsv)
• At any given time, only 1 file should exist in a directory. Vendors should overwrite their existing extract files for each submission as EdLink will not delete any of the files.
• Extract files should be delivered to the EdLink FTP server no later than 7:00pm
EdLink 360 Extract FilesPopulated through direct connections
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SCHOOLS Extract FilesSponsors and Schools Definitions
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Data Type Legacy system EdLink Extract Files
Sponsors and Schools
eScholar LocationIDSponsor Site System (SPS)
schools.tsv and schools_ext.tsv
SCHOOLS Extract Files: EdLink connection to eScholar
The schools.tsv and schools_ext.tsv extracts include records that identify the attributes for all school systems and schools.
The data in the extracts originate from the Sponsor Site (SPS) legacy system and include sponsor codes, site codes, superintendent, principals, address, email and other social media contact information, facility types, funding indicators, accountability and approval indicators, grades, clubs/sports, student drop-off and pickup times etc.
Key Fields: Year (SCHOOL_YEAR), Site (LOCAL_SCHOOL_KEY)
Posted under SCHOOLS on the on the EdLink360 page
PROGRAMS Extract FilesProgram Definitions
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Data Type Legacy System EdLink Extract Files
Program Definitions
eScholar DirectMatch• DCFS (SNAP, TANF), MERIL
programs.tsv
PROGRAMS Extract Files: Hoonuit connection to eScholarThe programs.tsv extract include records that identify programs in which students are affiliated. Programs may include:
• SIS Option Codes (Grandfathered CD Pathway, Non-Diploma student, Connections, Skills after Connections, HiSet after Connections, L1 Jumpstart, On Academic Improvement Plans, Extension Academy)
• SIS Program Codes (Immersion, Connections, Pathways after Connections, Dropout Recovery Programs)
• AE Referral• Eligible for TANF, SNAP, or Medicaid benefits• Migrant students
Key Fields: Year (SCHOOL_YEAR), Program (LOCAL_PROGRAM_KEY),
The diplomas.tsv and diplomas_ext.tsv extracts include records that define the types of diplomas.
Key Fields: Year (SCHOOL_YEAR),Diploma (LOCAL_DIPLOMA_KEY)
The diploma_requirements and diploma_requirements_ext.tsv extracts include records with fields that define what the student is required to earn for a specific diploma type.
Key Fields: Year (SCHOOL_YEAR), Diploma (LOCAL_DIPLOMA_KEY)Diploma Requirement (LOCAL_DIPLOMA_REQ_KEY)
Posted under DIPLOMAS on the on the EdLink360 page
The courses.tsv and courses_ext.tsv extracts include data from the Curriculum System (CUR) that identify the state defined courses and attributes for those courses including CTE Flag, CDF flag, VAM Eligible Assessment Code –linked to the LEAP 2025 assessment for the course, Immersion Flag, Interest & Opportunities Flag, and Course expiration BSSY
Key Fields: Year (SCHOOL_YEAR),Course (LOCAL_COURSE_KEY)
Posted under COURSES-CLASS_OFFERINGS-SCHEDULES on the EdLink360 page
Legacy Systems and Crosswalk to EdLink 360 Extract FilesStaff Data
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Legacy System Records EdLink 360 Extract FilesProfile of Educational Personnel (PEP)
• Staff Demographics (100)• Staff Site Position (200)• Vacant Staff Demographics (100)• Vacant Staff Site Position (200)• Contract Staff Demographics (100)• Contract Staff Site Position (200)
• staff.tsv and staff_ext.tsv• staff_assignments.tsv and
staff_assignments_ext.tsv• vacant_staff.tsv and
vacant_staff_ext.tsv• vacant_staff_assignments.tsv and
vacant_staff_assignments_ext.tsv• contract_staff.tsv and
contract_staff_ext.tsv• contract_staff_assignments.tsv and
contract_staff_assignments_ext.tsv
Non-Attendance Record (300) • staff_absences.tsv daily
HR Payroll Systems• Payroll (200 Staff Site Position)
course_offerings.tsv and course_offerings_ext.tsvExtract Files
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Posted under COURSES-CLASS OFFERINGS-SCHEDULES on the EdLink360 page
The course_offerings.tsv and course_offerings_ext.tsv extract files include records that describe the section of classes taught by staff, contract staff and vacant staff. In addition includes the language code used for teaching each immersion class.
staff_course_offering_link.tsv and staff_course_offering_link_ext.tsv
Extract Files
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Posted under STAFF on the EdLink360 page
The staff_course_offering_link.tsv extract file includes records that identify classes taught by regular staff.
The staff_course_offering_link_ext.tsv extract file includes records that identify classes taught by regular staff and roster review completed by principal and teachers.
contract_staff_course_offering_link.tsv and contract_staff_course_offering_link_ext.tsv
Extract Files
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Posted under STAFF CONTRACT on the EdLink360 page
The contract_staff_course_offering_link.tsv extract file includes records that identify classes taught by contract staff.
The contract_staff_course_offering_link_ext.tsv extract file includes records that identify classes taught by contract staff and roster review completed by principal and teachers.
Specific TBL tables contain codes and descriptions that identify course attributes that are reported in the courses, course offerings and course offerings links extracts (for regular, vacant, and contract staff).
To help Louisiana secure and protect sensitive data, the StaffID will be used to uniquely identify staff in EdLink 360.
The following types of employees should be submitted to the eScholar Staff ID system for the assignment of a StaffID.• Regular employees (employee status code = 01)• Contracted employees (i.e., contracted teachers, related services personnel, etc.)
(employee status code = 03 or 04)• Post-secondary employees (for which the district collects SSN)• Long term substitute teacher reported to PEP as a regular employee• Resident teacher (employee status code = 07)
Which staff should NOT assigned a StaffID?• Vacant (employee status code = 01; SSN begins with 999)• Post-secondary employees (employee status code=02); SSN begins with 998)• Short-term substitutes
How Should StaffIDs Be Assigned and Reported?• Review the StaffID documents posted to the EdLink 360 support page .
• Review StaffID User Guide• Review Frequently Asked Questions• Attend StaffID training• Complete the steps described in the StaffID Work Plan to assign StaffIDs
Why are StaffIDs Needed?• For the appropriate staff, a StaffID is required to be reported in all EdLink 360 extract
files (staff.tsv, course_offering_link.tsv, payroll_ldoe.tsv, staff_absences.tsv, etc.).• A StaffID is needed in order to establish security to the EdLink 360 dashboards• Please refer to the EdLink security resources posted on the EdLink 360 support page
• EdLink Security Coordinator Training August 11 2020• EdLink Security for Security Coordinators Slide Deck• EdLInk Security Guide – Security Coordinators v.1• Please contact your Security Coordinator for details about EdLink Security• Security Coordinators should contact [email protected] if they have questions
The Social Security Number will continue to be reported in record layouts in the legacyProfile Of Educational Personnel (PEP) system and used to uniquely identify staff.
• Regular employees (employee status code = 01)• Contracted employees (i.e., contracted teachers, related services personnel, etc.)
(employee status code = 03 or 04)• Vacant employees (employee status code = 01; SSN begins with 999)• Post-secondary employees (employee status code=02; SSN begins with 998 if not
collected)• Long term substitute teacher reported to PEP as a regular employee (employee
status code = 01)• Resident teacher (employee status code = 07)
The Social Security Number should be reported in the STAFF_SSN field in the EdLink 360 extract files (staff.tsv, course_offering_link.tsv, payroll_ldoe.tsv, staff_absences.tsv, etc.)
Frequently Asked Questions (FAQ)
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Issue/Question/Request Resolution
When do the new Course Codes to into effect The new course codes will go into effect for the 2021-22 school year.
When should extracts be sent? Extracts should be sent daily when available no later than 7:00pm
How long does it take to see an update in EdLink? Updates are processed nightly by EdLink
Getting Started Checklist
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What do I need to do prior to submitting extracts to EdLink 360?❏ Review the EdLink 360 support page. This is the location for all EdLink 360 resources including:
➔ file extracts➔ training calendar➔ data submission schedule➔ user guides➔ FAQs
❏ Confirm the school system server has been whitelisted by Hoonuit (If you have questions, please email [email protected] )
❏ Verify the Security Coordinator has obtained user credentials for the Hoonuit FTP (If you have questions, please email [email protected])
❏ Ensure StaffIDs have been assigned for the appropriate staff and are being maintained in the eScholar StaffID System (Review StaffID Assignment FAQ on EdLink360 Support page)
❏ Review the data submission schedule and ensure extracts are automated and/or manually dropped based on the schedule (Review the data submission schedule on the EdLink360 Support page)
❏ Register for and attend scheduled trainings and file extract reviews (Refer to the EdLink360 Extract Training Schedule posted on the EdLink360 Support page).
What do I need to do after submitting extracts to EdLink 360?❏ File processing dashboards are available to view errors in the data that was submitted
❏ Data managers wishing to view these extracts must have credentials for EdLink 360 set up in EdLink Security, contact your local Security Coordinator for assistance
What support can I expect during the 2020-21 parallel collection?❏ File extract review sessions and training will provide data managers and vendors the
opportunity to engage in in-depth reviews of file layouts and processes (Refer to the EdLink360 Extract Training Schedule posted on the EdLink360 Support page).
❏ EdLink Check-ins will provide an opportunity for data managers and vendors to ask questions.
❏ [email protected] Support mailbox is an inbox devoted to providing support and answering questions.
❏ EdLink FAQs will provide answers to commonly asked questions related to EdLink 360.
Refer to the 2020-21 Parallel Data Collections - Getting Started Checklist posted on the EdLink360 Support page
File Loading Dashboards – File errors, build audits, Data Quality errors, record rejections
∙ File Rejection - No records will load o The file does not match the required file signature.
▪ This likely would happen because the file does not have the proper header ▪ Could fail due to missing a required field▪ Could fail due to having an additional field
∙ Record Rejection - Specific records will not load o Primary Key violation. More than 1 record has the same key value. All records with that value will
be rejected.o Field is flagged as required, but nothing exists for the specific record. That record will be rejected.o Data Type validation failure.
▪ If the field is expecting a date in the format MM/DD/YYYY and the date has a value which is in a different format, it will be rejected
▪ Field is defined as varchar and exceeds the maximum length, it will be rejected▪ Field is numeric, but something other than a number is sent in, it will be rejected▪ etc.
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File Loading Dashboards (contd.)
∙ Build Audits - Data will load but the field in error will be set to @ERR o Additional auditing with our standard processes
▪ Lookup failure ▪ We try to lookup something based on a value sent in the extract, if it fails, it will be
audited in the build processes ▪ Example local_student_key of 12345 was sent in the specific extract, but the
student extract did not contain that student▪ Conformance Rules
▪ If we determine that a specific field should only have specific values and something other than one of the acceptable values is sent in, then we will audit
∙ Advanced Data Quality (ADQ) - Ability to write any additional custom check. o This does not affect the loading of any data, this will only list out audits for specifically coded
checks.o This is flexible and is really just SQL that identifies the specific case that needs to be checkedo This supports multiple conditions or table checks, providing they can be written in SQL
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2020-2021 Parallel Data CollectionsExtract Reviews
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Parallel Data Collections for 2020-21Group 7 - Extract Review
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2020-2021 parallel data collections and EdLink 360 Extract reviews, check-ins, Office Hours
○ Review extract file layouts, data elements and submission criteria■ Date/Time: 1:00pm Oct 8■ Link: https://ldoe.zoom.us/j/95076292137■ Name: EdLink 360 Extract Reviews ■ Dial-In Phone: 1 408 638 0968 ■ Meeting ID: 950 762 92137
2020-21 Parallel Data CollectionsEdLink 360 Data Warehouse
